SECTION OVERVIEW AND POLICIES
This section informs Business Units how to process vouchers to refund revenue received.
New York State often collects revenue from individuals or businesses where all or part of the amount paid must be refunded to the payer. In the Legacy Central Accounting System, these payments were processed using “KRA” or “CRA” batch types. With the implementation of the Statewide Financial System, refund vouchers will be processed using single payment vouchers and single payment Vendor IDs beginning with “02”. A list of refund types and valid Vendor ID’s is included in Chapter X.
Business Units needing a type of refund not currently existing, must contact the Office of the State Comptroller’s Vendor Management Unit to request a single payment vendor ID for before processing those refund payments in the SFS. Business Units will be assigned a different single payment vendor ID for each type of refund their Business Unit processes.
Process and Document Preparation:
- Create a single payment voucher using the assigned single payment vendor ID.
- Refer to Chapter X, Section 5.B - Requesting a Single Payment Vendor ID for instructions on how to obtain a single payment vendor ID.
- Refer to Section 5 - Agency Payment Preparation and Submittal of this Chapter for instructions on how to submit a voucher.
- The fields listed in the following table provide the unique coding to use when processing a voucher for a refund. Business Units must use a single payment voucher when paying a refund. Business units must give special consideration to the following fields when processing refunds.
| Legacy Bulkload Field Name | PeopleSoft Bulkload Field Name | SFS Field Name | SFS Voucher Coding |
|---|---|---|---|
| T302-PAYEE-NAME | TVOH-PAYEE-NAME | Name | Enter the name of the individual receiving the refund. |
| T302-STR-ADDR-1 | TVOH-STR-ADDR-1 | Address Line 1 | Enter the address of the individual receiving the refund. |
| T302-STR-ADDR-2 | TVOH-STR-ADDR-2 | Address Line 2 | |
| T302-CITY | TVOH-CITY | City | |
| T302-STATE | TVOH-STATE | State | |
| T302-ZIP | TVOH-ZIP | Zip | |
| T302-DESCRIPTION | TVOH-COMMENTS | Comments | Enter a description of the refund payment. |
| T302-INVC-NUM | TVOH-INVC-NUM | Invoice Number | Return Number or Claim Number paid. |
| T304-DEPT-CD | TVOD-BUSINESS-UNIT | Business Unit | Voucher coding is unique depending on the type of refund the Business Unit is processing. |
| T304-COST-CTR | TVOD-DEPT-ID | Department | |
| T304-VAR | TVOD-PRODUCT | Product | |
| T304-YEAR | TVOD-BUDGET-REF | Budget Reference | |
| T304-OBJECT | TVOD-ACCOUNT | Account | |
| T304-FUND | TVOD-FUND-CD | Fund Code | |
| T304-SUBFUND | TVOD-PROGRAM | Program |
- Submit the voucher for payment electronically using the SFS.
For questions regarding the processing or payment of vouchers for refunds, please contact the Bureau of State Expenditures’ Customer Service Help Desk at (518) 474-4868, or by email addressed to [email protected].
Guide to Financial Operations
REV. 06/20/2012